Embedding Inclusive Communication in Research Performing Organisation: Processes, Challenges and Outcomes.

Abstract

Inclusive language is not merely a stylistic preference but a foundational infrastructure for reliable and equitable organisational cultures. For Research-Performing Organisations (RPOs), particularly those trying to comply with the Gender Equality Plan (GEP) requirements of Horizon Europe, the operationalisation of inclusion is critical for fostering retention, driving innovation, and ensuring compliance. However, substantial barriers remain in translating these high-level mandates into daily practice. In the international research context, where English acts as the primary vehicle for scientific dissemination, researchers frequently face nuance deficits. Because English is often not the primary language of researchers and staff in RPOs, many lack the specific vocabulary to navigate evolving inclusive norms despite professional intent. This friction is compounded in bilingual institutions by the structural rigidity of heavily gendered local languages like Italian, where the transition from the neutral masculine default (maschile sovraesteso) to inclusive alternatives creates a high barrier to entry. Consequently, researchers often perceive inclusive language guidelines as ideological, prescriptive, or cognitively burdensome, creating a persistent gap between theoretical diversity principles and practical scientific communication. This paper presents the design, implementation, and governance of the IIT Inclusive Language Guide, a comprehensive bilingual (English and Italian) instrument developed by the Istituto Italiano di Tecnologia. Diverging from traditional compliance-based policy documents, our primary objective was usability: to design a linguistic framework that significantly lowers the cognitive load of inclusivity while maintaining the precision required in a STEM environment. To enhance adoption and global relevance, the Guide moves beyond the traditional gender binary to systematise six intersecting dimensions of inclusion: Age, Culture, Disability, Ethnicity, Gender, and Socioeconomic Status. The architecture of the Guide prioritises accessibility through a modular design and visual comparative tables that allow users to intuitively understand why and how to shift their language without disrupting their workflow. We detail the mixed-method development strategy, which combined extensive international benchmarking with a pragmatic sponsorship governance model involving co-design with senior leadership and researchers. Our analysis shows that while gender-specific policies are now common in Italy, broader inclusive frameworks are almost non-existent. This makes the IIT Guide a novelty in the field. Finally, we discuss the specific challenges of governing non-normative cultural tools in a high-performance research environment. We conclude by offering a scalable, open-access blueprint for other anglophone or bilingual institutions, demonstrating how RPOs can proactively codify their values into actionable standards that foster a more cohesive ecosystem of inclusivity.